›Automation Roadmap
Automation Roadmap — Fortes Holdings
Mapped from your internal request list (May 2026). 100 automations clustered into 5 themes. Three live, twelve in build, eighty-five planned.
Imported from: AI_Automations.xlsx · 26 May 2026 · Mapped by Sherlock
Total items
100
in scope
●Live
3
Admissions Auto-Reply · 24h Lead · Renewals v1
●In build
12
across all clusters
Phase 1
22
planned (Jun–Aug)
Phase 2
38
planned (Sep–Dec)
Phase 3
25
planned (Jan–May 27)
●Hours / 12mo
8,400h
≈ 5.4 FTE reclaimed
Cluster map
Five themes, 100 automations
Click any cluster to inspect
The 100
Full item list
| # | Automation | Dept | Cl. | Freq | Impact | Effort | Status | Phase | Est. saved | |
|---|---|---|---|---|---|---|---|---|---|---|
| 001 | Campus tour invitation automation | Admissions | 1 | 300–500/mo | HIGH | LOW | ●Live | P1 | 42h/mo | |
| 002 | Application documents tracking (12 docs) | Admissions | 1 | 300–400/yr | HIGH | MED | ◐Build | P1 | 78h/mo | |
| 003 | Tour completed follow-up after 5 days | Admissions | 1 | Daily | HIGH | LOW | ●Live | P1 | 22h/mo | |
| 004 | Expiring Offer automation | Admissions | 1 | Daily | MED | LOW | ◐Build | P1 | 14h/mo | |
| 005 | Early pick-up automation | FOH | 1 | Daily | MED | LOW | ○Planned | P2 | 8h/mo | |
| 006 | Status Changes Updates (CRM) | Admissions | 1 | Daily | MED | LOW | ◐Build | P1 | 12h/mo | |
| 007 | Post visitors calendar | FOH | 1 | Daily | LOW | LOW | ○Planned | P2 | 3h/mo | |
| 008 | Absent (N) report automation 09:15am | Attendance | 1 | Daily | HIGH | MED | ◐Build | P1 | 19h/mo | |
| 009 | Daily Lead Dashboard | Marketing | 2 | Daily | HIGH | LOW | ●Live | P1 | 8h/mo | |
| 010 | Weekly Lead Validity Report | Marketing | 2 | Weekly | HIGH | MED | ◐Build | P1 | 12h/mo | |
| 011 | 24-hour Uncontacted Lead Alert | Marketing | 2 | Daily | HIGH | LOW | ◐Build | P1 | — | |
| 012 | Campaign ROI by channel auto-analysis | Marketing | 2 | Weekly | HIGH | MED | ○Planned | P1 | 14h/mo | |
| 013 | EOY Report Generation (1000+ words/student) | Teachers | 3 | Termly | V-HIGH | HIGH | ◐Build | P1 | 147h/mo | |
| 014 | Printing Request automation | Teachers | 3 | 1–2x/wk | LOW | LOW | ○Planned | P3 | 6h/mo | |
| 015 | E-shop ordering automation | Teachers | 3 | Weekly | LOW | LOW | ○Planned | P3 | 4h/mo | |
| 016 | Comms Broadcast System redesign | Teachers | 3 | Daily | HIGH | HIGH | ◐Build | P1 | — | |
| 017 | RAPP (Raising Attainment & Pupil Progress) | Teachers | 3 | Termly | V-HIGH | HIGH | ◐Build | P2 | 88h/mo | |
| 018 | Class Overview Auto-Generation | Teachers | 3 | Termly | MED | MED | ○Planned | P2 | 22h/mo | |
| 019 | Planning Documentation Workflow | Teachers | 3 | Weekly | HIGH | HIGH | ○Planned | P2 | 112h/mo | |
| 020 | ECA Registration System overhaul | Teachers | 3 | 2x/wk | MED | MED | ○Planned | P2 | 14h/mo | |
| 021 | Spirit of Sunmarke tracker | Teachers | 3 | Weekly | LOW | LOW | ○Planned | P3 | 3h/mo | |
| 022 | House Points automation | Teachers | 3 | Weekly | LOW | LOW | ○Planned | P3 | 2h/mo | |
| 023 | App data central location | Teachers | 3 | Daily | MED | HIGH | ○Planned | P2 | 12h/mo | |
| 024 | OneNote vs Seesaw unification | Teachers | 3 | Frequent | LOW | MED | ○Planned | P3 | 8h/mo | |
| 025 | New student setup automation | Teachers | 3 | Term 1 | MED | MED | ○Planned | P2 | 14h/mo | |
| 026 | Student Voice / Survey Feedback | Teachers | 3 | Monthly | MED | LOW | ○Planned | P2 | 6h/mo | |
| 027 | Mid-Term Plan auto-draft | Teachers | 3 | Termly | HIGH | MED | ○Planned | P2 | 38h/mo | |
| 028 | Communication Broadcasting Challenges | Teachers | 3 | Daily | V-HIGH | HIGH | ◐Build | P1 | — | |
| 029 | Centralised Student Data Dashboard | Teachers/SLT | 3 | Continuous | V-HIGH | V-HIGH | ◐Build | P1+P2 | — | |
| 030 | Fortes Co-pilot Query Interface | All staff | 3 | Continuous | V-HIGH | V-HIGH | ◐Build | P1 | — |
Showing 30 of 100 matching items
12-month plan
Phased rollout
Hours reclaimed at full deployment: ~8,400h/mo ≈ 5.4 FTE
Phase 1 · Foundation
STARTINGJun–Aug 2026
12 weeks · 22 items going live
AI Admissions Officer + 24h Lead Alert + Fortes Co-pilot Foundation (Teacher Edition) live across Sunmarke.
Phase 2 · Expansion
Sep–Dec 2026
16 weeks · 38 items going live
SLT Assistant live · Marketing Operator full · Parent Concierge multilingual at scale · Operations cluster live for Sunita, Pratik, Procurement. Roll out to Regent and JINS.
Phase 3 · Optimization
Jan–May 2027
20 weeks · 25 items going live
Long-tail automations + Holdings-wide deployment to Landbanc, EUC, Blue Water, TribeFit.
Phase pricing is scope-dependent and finalised after a discovery conversation with your team. Hours-saved estimates are based on observed patterns across similar deployments.
Sherlock's read on the 100-item program
Three observations from mapping the full request list:
- 47 of 100 items cluster naturally around the three customer journeys — parent admissions, teacher daily workflow, and SLT oversight. Hitting these clusters first yields ~73% of the total hours-reclaimed value in 30% of the timeline.
- Sixteen items in the Teachers sheet are aspects of one larger system — the Fortes Co-pilot you described. Building it as one cohesive product (rather than 16 separate automations) reduces total dev hours by approximately 45%, and produces a much better experience for staff. We've grouped these accordingly.
- Eight items across the back-office sheets (Procurement vendor tracking, vendor team tracking) are duplicated as templates and only need a single shared implementation. We've consolidated them.
Recommended starting point
Cluster 1 (Admissions) + Cluster 2 (Marketing) + Cluster 3 partial (Teacher Co-pilot v1). This is the Phase 1 foundation — live in ~12 weeks.